Privacy Policy for AIGEX Engage (Backend AI Chatbot Service)

Effective Date: 29/07/2025

This Privacy Policy explains how AIGEX processes and protects personal data through its backend AI chatbot service, AIGEX Engage, used by brands to communicate with their customers. AIGEX acts as a data processor, handling data solely on behalf of each brand (the data controller).

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1. Who We Are

AIGEX provides a backend AI chatbot (AIGEX Engage) that integrates into brand communication channels (e.g., websites, messaging apps) to assist with customer support and order-related tasks.

We do not offer a user-facing platform. All chatbot interactions occur within the brand’s environment.

Contact: contact@aigex.org

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2. What Data Is Processed

We only process data that users voluntarily enter into the chatbot. This may include:

– Full name
– Phone number
– Email address
– Delivery or billing address
– Product purchased

This information is collected only when a user provides it, typically in the context of placing or tracking an order.

In addition, we may collect anonymized chatbot error messages (e.g., when the chatbot does not understand a request). These logs are stripped of personal data and used exclusively to improve chatbot performance.

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3. Purpose of Data Processing

We process user data only for the following purposes and strictly under our clients’ instructions:

– To enable brands to respond to user inquiries
– To facilitate order placement and tracking
– To improve chatbot functionality (via anonymized message logs)

We do not use personal data for marketing, analytics, profiling, or advertising.

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4. Legal Basis for Processing

Under the General Data Protection Regulation (GDPR):

– Our clients (brands) are the data controllers and are responsible for obtaining user consent.
– AIGEX acts as a data processor, under written agreements with each client.
– Anonymized message logs are processed under legitimate interest to improve the quality of the chatbot.

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5. Data Sharing

We do not share personal data with any third parties.

User data is made available only to the brand the user interacted with via the chatbot.

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6. Data Storage and Security

All personal data is stored in secure Google Sheets file, one per client. We implement:

– Restricted access to authorized staff only
– Local or secure cloud storage (non-public)
– No use of external analytics or third-party data processors

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7. Data Retention

– All personal data is retained for no longer than 30 days, after which it is automatically deleted.
– Anonymized message logs may be retained longer for product improvement but contain no identifiable data.

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8. User Rights

Under GDPR, users have the right to:

– Access their personal data
– Correct inaccurate data
– Request deletion of their data
– Withdraw consent
– File a complaint with a data protection authority

To exercise these rights, users can contact us at:
contact@aigex.org
We will forward the request to the appropriate brand and ensure it is handled promptly.

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9. Updates to This Policy

We may update this Privacy Policy to reflect legal or technical changes. When this occurs, we notify our clients (brands) by email. Clients are responsible for notifying their end users of any relevant updates.

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Summary

– AIGEX acts as a data processor for brands using our chatbot.
– We process only the data users enter voluntarily.
– Data is shared only with the brand the user interacted with.
– All personal data is automatically deleted after 30 days.
– Anonymized chatbot messages are used only to improve service quality.

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Contact
AIGEX
contact@aigex.org